October 2012

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From the Editor

In the Works

Welcome to the newly redesigned Magaya Insider. The layout has been enhanced to improve the look and the use of the newsletter. Check out the new, interactive customer map! Let us know what you think.

US Customs has updated some import procedures so we have made a few changes to our Magaya AMS menus and screens. This month’s how-to article uses an ocean import to show the changes. Next month, we will cover more about AMS.

Shipping for the pharmaceutical industry has its challenges, but Optimize Courier has the experience to handle temperature-sensitive cargo and track it down to the minute in the Magaya software. See how in this month’s case study.

News from the Magaya Brazil headquarters: Magaya Corporation will work to train the next generation of supply chain professionals in support of the new Agenda 21 COMPERJ made up of 15 municipalities in the State of Rio de Janeiro. Agenda 21 is a UN action plan for sustainable development. See the press release for details.

At Magaya Corporation, we are committed to using the latest technology available and applying it to help your business. We are currently updating our development tools to increase performance of the application, support Windows 8, and support mobile com-puting. We will offer more products and features built on these tools in the near future.

To use these new tools effectively, we need to break with some technology we used in the past so we can move forward at a faster pace. One of these is Windows 2000, which we have been supporting even though it is no longer supported by Microsoft.

For the next release of Magaya products, we will start including new features that will not run in Windows 2000. To keep up with the new releases, we recommend upgrading your operating system. This change is not mandatory; you can still keep working with the current version of the software on any system running Windows 2000. We also recommend you consider a 64-bit operating system when upgrading your system to take full advantage of the new Magaya database enhancements included in the current release.

Future Improvements Built on the Latest Technology

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Improved AMS Filing in Magaya Explorer: Part 1

Optimize Courier

theHow To

Introduction

Changes have been made in the Magaya AMS menus to comply with new US Customs regulations which simplify the filing process. This article uses an ocean import to show the changes.

Note: If the screens in your Magaya Explorer do not match the ones in this tech tip, please update your Magaya system. See the Magaya Software Customization Manual chapter “Database Administration”. If you need additional help updating, please contact Tech Support. You may also need to contact your Customs representative and tell them you are updated to ACE-M1.

What is Magaya AMS?

Magaya AMS is the Automated Manifest System built into Magaya software that connects to the U.S. Customs and Border Protection (CBP) system so you can electronically file your Customs documents easily from your Magaya system.

Magaya AMS enables you to do the three steps needed for ocean imports: 1) You must notify Customs of incoming ocean shipments 24 hours before the vessel leaves the for-eign port by filing the manifest from your system. 2) Send a Vessel Departure Notice, and 3) Send the Vessel Arrival Message.

Before Starting: Ensure your SCAC information is in your profile and that your account with Customs is active.

1: Before the Vessel Leaves the Foreign Port: File the Manifest

To comply with US Customs regulations, file the manifest at least 24 hours before the vessel leaves the foreign port. All the details from the shipment are needed as well as this additional information:

the HTS code (add to the Commodity dialog box > AMS tab for each item)•

the container service type (Select on the Container dialog box > AMS tab)•

and partners that need to receive notifications of the shipment. Partners include the •customs brokerage and destination agent. Do this by making sure you are in the Master shipment view, click Customs > AMS Partners Notification

In-Bond information (depending if you move cargo in bond)•

File the manifest from Master shipment view:

1) Click the arrow on the side of the Customs button

2) Select AMS

3) Select Manifest Create.

Verify the information in the Summary screen and fix any errors marked in red. Send it. You will get a confirmation message from Customs that will tell you if the transaction was submitted correctly or if there was an error. A list of common error codes is in Appendix H of the US Customs messages dictionary. A link to the codes is available on the Magaya.com “Downloads” web page.

Improved AMS Filing in Magaya Explorer: Part 1

theHow To

2. When the Vessel Departs; File a Vessel Departure Message

When the vessel has departed the last port of the foreign country, file this message: In the Master shipment view, click Customs > AMS > Vessel Departure. Enter the departure date and time:

3. When the Vessel Arrives: File Vessel Arrival Message

From the Master shipment view, click Customs > AMS > Vessel Arrival In many cases, this is all that is necessary to file.

Results:

To see the results of an AMS filing, select “AMS and ISF Results” from the Customs menu:

Results are also available from the Messages folder in the Magaya Network folder:

Improved AMS Filing in Magaya Explorer: Part 1 Continued

theHow To

Results are also available to view in the Shipment List:

1. Go to Warehousing > Shipment List

2. Click the “Detail” button. A new panel opens, displaying shipment details.

3. Select the “AMS and ISF Results” from the dropdown menu in the new details panel.

Next Month:

Next month we will cover how to move cargo while it is in bond by filing and In-bond Movement. Learn what to enter in the In-Bond information screen, how to file supplementary In-bond movements, and more.

Improved AMS Filing in Magaya Explorer: Part 1 Continued

the

New CustomersMagayaInsider

continueprevious

• Access Supply Chain Service

• Acts CHB

• Brabox

• Bumerang Freight

• CargoLand International, LTDA

• Expedited World Cargo

• Fastmark Chile

• Friendship Logistics

• Globe Express Services (Overseas Group)

• Globequest Express, Inc.

• Gutierrez Courier and Cargo Tegucigalpa

• Hammakkop

• Integrated Logistics Solutions

• Jauser Cargo Paraguay

• Makro Cargo Corp.

• MIQ Logistics, Inc.

• Pacific Agency Network

• PacOcean Forwarding

• PCS Central America, S.A. (El Salvador)

• PCS Central America, S.A. (Guatemala)

• PCS Central America, S.A. (Honduras),

• PCS Central America, S.A. (Nicaragua)

• Solivan Racing Logistics, Inc.

• Stella Maris International

• Top Logistics Services, Inc.

• Transcontinental Logistics

• VC Express Cargo

• Visaju

• World Wide Freight Forwarding FLL Inc.

• World Wide Logistics

Magaya Corporation welcomes the following 30 new members who joined the Magaya Network in September 2012:(Explore the map with your mouse)

Be sure to join us on our Linkedin Group: The Magaya Network Community!

Click here to join now!

• Brabox, Miami

• Expedited World Cargo,

Miami

• Globe Express Services

(Overseas Group), Miami

• Makro Cargo Corp., Medley

• Stella Maris International,

Tampa

• VC Express Cargo, Doral

• World Wide Freight Forward-

ing FLL Inc., Ft. Lauderdale

• World Wide Logistics, Miami

In Florida

• Bumerang Freight, Lyndhurst

• Integrated Logistics Solutions, Clifton

• Top Logistics Services, Inc., Edison

In New Jersey

• Friendship Logistics, Springfield, VA

In Virginia

• Access Supply Chain Service, San Mateo

• Globequest Express, Inc., Gardena

• Pacific Agency Network, San Leandro

• PacOcean Forwarding, San Francisco

In California

• Acts CHB, Crosby

• Hammakkop, Houston

In Texas

• MIQ Logistics, Inc. LTDA, Santiago, Chile

• Transcontinental Logistics, Valparaiso, Chile

In Chile

• CargoLand International, LTDA, São Paulo, Brazil/São Paulo

In Brazil

• Jauser Cargo Paraguay, Asuncion, Paraguay

In Paraguay

• Solivan Racing Logistics, Inc., San Juan, Puerto Rico

In the Caribbean

• Gutierrez Courier and Cargo Tegucigalpa, Teguci-galpa, Honduras

• PCS Central America, S.A. (El Salvador), Colonia San Francisco, San Salva-dor, El Salvador

• Visaju, Panama City, Panama

• PCS Central America, S.A. (Guatemala), Guate-mala City, Guatemala

• PCS Central America, S.A. (Honduras), San Pedro Sula, Honduras

• PCS Central America, S.A. (Nicaragua), Managua, Nicaragua

In Central America

Keep Cool and Carry OnCold/Supply Chain Professionals Ship Temperature Sensitive Bio-Pharmaceutical Material and Mission-Critical Parts

Optimize Courier is built upon decades of experience handling time and temperature sensitive cargo and items that must be monitored every minute of their journey. Keeping track of what needs to be done next is crucial. They rely on their Magaya Cargo System and their experience to keep everything cool.

,,,,We are a specialty courier with a 3PL twist.

Artie Kingren, President, Optimize Courier USA

CASE STUDY:

Optimize Courier Courier and Freight Forwarder

ChallengesShipping time and temperature sensitive items for clinical trials across

the world requires attention to many details down to the minute.

The founder and president of Optimize Courier USA, Artie Kingren,

highlights some of the information that he and his staff manage:

“We monitor the transit and the conditions. If refrigerant needs to be

provided or replenished anywhere in transit worldwide, we keep track

of that and communicate it to meet temperature requirements.”

In contrast to shipping commercial drugs that are already approved

by the Food and Drug Administration (FDA), shipping for clinical trials

involves additional steps, Mr. Kingren said.

During a clinical trial, patients participate in a study to test drugs before

the FDA approves them.

Shipping of FDA-approved drugs is often done in large volume by

big freight forwarders or UPS and FedEx who move the items from

manufacturers to depots and then to retail outlets such as drug stores

and to doctors offices and hospitals.

In contrast, a clinical trial often requires smaller quantities of drug to

be shipped out within a specific temperature range to clinical sites

worldwide. This is followed up by a shipment of blood specimens

going from the clinical site to a designated central laboratory for

analysis.

The items are temperature sensitive and require special packaging.

To maintain the specific temperature range during transit, Optimize

Courier will use a variety of qualified and validated packaging

solutions, including Expanded Polystyrene (EPS) boxes that are

insulated for dry ice and short range refrigerated shipments.

Polyurethane (PUR) is used for more extreme temperature

requirements, and Vacuum Insulated Panels (VIP) are often used to ship

vaccines, pharmaceuticals, and valuable research materials.

Over 30 years of experience in this industry have given Mr. Kingren and

his staff the expertise to manage this level of detail. He started his own

courier company in 2010 in Long Pond, Pennsylvania with two other

people. “We built this company from scratch,” he said. “Without a good

team of people, this would not have happened.”

They use the Magaya Cargo System to monitor and track all of their

shipments worldwide.

Monitoring Shipments Minute-by-Minute “Everything that we do is very communication sensitive,” Mr. Kingren

said. “Many of our customers want to know when the shipment was

picked up, when it was dropped off at the airport, when the flight

departed and when it arrived, and when it cleared Customs. We

monitor minute by minute.”

To help them collect that data and communicate it, they worked with

Magaya Implementation team member Ernesto Gonzalez to create a

“monitoring screen” in the software’s Pickup Orders List.

“The screen allows us to create Next Action Steps with a time and date.

Those fields are populated and sorted to show the next action that

needs to be taken such as ‘Confirm pickup with agent’ or other

At a GlanceOptimize Courier

www.optimize-courier.comIndustry

Courier and Freight ForwarderSolution

Magaya Cargo System

Optimize Courier is a global specialty courier company that coordinates and transports

biological and pharmaceutical items (biopharma) and provides Next Flight Out service

for time-critical cargo such as Aircraft on Ground (AOG) and automotive spare parts.

Optimize Courier

All rights reserved. Magaya, the Magaya logo and all products are all trademarked unless specifically specified as of a third party.© Copyright 2012 Magaya Corporation. 786. 845. 9150 info@magaya.com magaya.com

“The time savings was wonderful. It helps us pay our bills quickly. We

can give our accountant reports which are in a form that is standardize

and easy for them to use. When our accountants evaluated the

software, they gave it a two thumbs-up and approved it.”

In addition to the accountants working with the report data, Mr.

Kingren uses features to keep an eye on the financial picture of his

business. “I look at the Profit & Loss report, the Balance Sheet and

the Accounts Receivable in the software every week,” he said. “If you

want more details on any item in a report, just click on it and you get a

breakdown. Very nice.”

Integrity and Communications When working on time and temperature sensitive shipments,

temperature integrity of the samples and real-time communications is

at the foundation of the Optimize operation.

“We work closely with our customers and service partners to educate

and consult with them in an open and transparent manner. By working

out the logistics together in advance of a new clinical study, or a new

lane for time critical parts, we can better prepare if an emergency takes

place. We always check in advance to see what licenses or permits

are needed by Customs at origin and destination and we frequently

provide guidance on the proper labeling, certificates, packaging,

dataloggers (temperature monitoring devices) and paperwork

required to ensure we live up to our core values of integrity and

communications,” Mr. Kingren said. “We are a specialty courier with a

3PL twist”.

Optimize Courier also specializes in the transportation of emergency

high-tech, auto parts (line down situation), and aircraft on ground

(AOG) through a combination of Next Flight Out, On board Courier and

occasionally aircraft charter.

“Our goal is always to ensure a very fast clearance and recovery of

the shipment, whether import or export and always with real time

communications throughout. We monitor all shipment types easily

thanks to Magaya and our custom monitoring screen,” Mr. Kingren

said.

follow-up steps,” he said. The list shows tasks per department such

as Imports, Exports, Domestic, the Accounting department sees

shipments that have pending charges. “The managers and I can see all

the shipments.”

The Pickup Order was also customized to display the next action steps

and job notes. “Everything that you need to know about that shipment

is on that Pickup Order,” he said. “We also have an invoice customized

to meet our needs.”

The Software Selection Process“We did our research on courier software and tried two other

packages. I did not find the up-to-the minute track and trace I need

in those other software programs. In Magaya, we found a software

program that is close enough to what we needed out of the box, and it

is flexible enough to meet the rest of our needs at a reasonable price,”

he said. “For the most part, the customization options are only limited

by your imagination.”

Optimize Courier uses the accounting features in the software to

track the costs and income for their shipments. “Before Magaya, we

ran dual systems, the logistics software and an accounting program.

Then we transitioned to just using Magaya for both operations and

accounting. After about two months, we didn’t need to go back to the

other accounting system to check anything. When we closed the AR

for the previous year, there was no looking back. We’ve been running

everything with the Magaya system ever since.”

Optimize Courier